How to organise a wine fair without last-minute problems

A successful wine fair depends on coordination more than decoration. Start by fixing the date, venue capacity and participating wineries, then build the visitor experience around registration, tasting order and stand layout. Wine transport, chilling and serving equipment need firm deadlines because suppliers and venues cannot always solve gaps on the day. This plan helps you move from confirmed exhibitors to a ready registration desk, stocked stands and a practical tasting route.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the fair date and location
2 people
2
Contact wine suppliers
2 people
3
Confirm participating wineries
2 people
4
Determine visitor capacity
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Compile wine list
2 people
9
Determine the tasting order
2 people
10
Work out stand layout
2 people
11
Make reservations
12
Coordinate wine transport
2 people
13
Arrange tasting glasses and tableware
14
Prepare name badges
15
Make booth signs
2 people
16
Print wine lists
17
Print the visitor list
18
Prepare route signs
19
Check the shopping list
2 people
20
Do the shopping
2 people
21
Receive the wine delivery
2 people
22
Check the wine stock
2 people
23
Chill white wine
2 people
24
Chill rosé
2 people
25
Set out red wine
2 people
26
Portion cheese and cold cuts
3 people
27
Prepare snacks
3 people
28
Check tableware
2 people
29
Check equipment
2 people
30
Open venue
2 people
31
Receive deliveries
3 people
32
Set up tables and chairs
4 people
33
Arrange stands
4 people
34
Place tablecloths
3 people
35
Fill coolers
3 people
36
Set out wine bottles by stand
4 people
37
Set out tasting glasses
3 people
38
Place spit trays
2 people
39
Set up buffet
3 people
40
Present snacks
3 people
41
Hang up decorations
2 people
42
Set up lighting
2 people
43
Set up music
2 people
44
Set up registration desk
2 people
45
Place wine cards at each table
2 people
46
Check toilets
47
Clear emergency routes
2 people
48
Give staff instructions
2 people

Event

49
Open the entrance
3 people
50
Register visitors
3 people
51
Hand out wristbands
2 people
52
Direct visitors to booths
2 people
53
Guide wine tastings
8 people
54
Serve wine
8 people
55
Refill drinks
3 people
56
Serve snacks
4 people
57
Restock the buffet
3 people
58
Collect used glasses
3 people
59
Wash glasses
3 people
60
Keep tables clean
2 people
61
Empty trash bins
2 people
62
Restock non-alcoholic options
63
Announce the final tasting
64
Guide visitors to the exit
2 people

Aftercare

65
Store the wine stock securely
3 people
66
Pack Leftover Snacks
2 people
67
Dismantle stands
4 people
68
Clear tables and chairs
4 people
69
Remove decorations
2 people
70
Switch off equipment
2 people
71
Clean dishes
3 people
72
Collect waste
3 people
73
Clean the venue
4 people
74
Inventory materials
2 people
75
Return borrowed materials
2 people
76
Store leftover wine
2 people
77
Clear name badges and signs

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

High tablesqty 12
Bistro tablesqty 8
Chairsqty 80
Buffet tablesqty 4
Registration desk
Tableclothsqty 24

Tableware

Wine glassesqty 220
Water glassesqty 100
Platesqty 180
Dessert platesqty 100
Forksqty 180
Knivesqty 120
Napkin holdersqty 12

Equipment

Coolersqty 10
Ice cube traysqty 8
Corkscrewsqty 16
Wine openersqty 10
Wine pourersqty 16
Drippersqty 16
Kettlesqty 2
Coffee machinesqty 2
Refrigeratorsqty 2
Wireless microphone
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6

Kitchen

Spit bucketsqty 16
Serving plattersqty 24
Cheese knivesqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 4
Serving tongsqty 12
Bread basketsqty 8
Bottle cratesqty 12

Decorations

Table signsqty 16
Name badgesqty 180
Vine decorationqty 8
Table décorqty 24
Route signsqty 10

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Waste binsqty 12
Mop setsqty 3
Bucketsqty 4
Spongesqty 12
Dish brushesqty 6
Hand sanitizer bottlesqty 6
Microfiber clothsqty 24
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the visitor limit before sending invitations. Base it on the number of stands, high tables and tasting glasses, then keep a separate visitor list so registration does not become a queue.
Confirm wineries and wine quantities early, then compile the final wine list before printing anything. Give suppliers a delivery deadline that leaves at least one working day to check stock and report missing bottles.
Plan the tasting order and booth layout together. Put water glasses, spit buckets and clear route signs where guests can reach them without blocking the registration desk or narrow passages.
Check glassware and opening equipment by count, not by assumption. For each expected visitor, allow one tasting glass plus a water glass, and keep spare corkscrews, wine openers and pourers available at the stands.
Make temperature control part of the setup schedule. Chill white wine and rosé before guests arrive, while red wine should be set out in time to approach serving temperature; do not leave delivery checks until the event morning.

Frequently asked questions

How far in advance should I organise a wine fair?: Start at least 8 to 12 weeks ahead. Use the first weeks to confirm the venue, capacity and wineries, then allow time for invitations, registrations, printing and wine transport.
How many wine glasses do I need for a wine fair?: Plan at least one tasting glass per registered visitor, plus 10% spare glasses for breakage or late replacements. Add one water glass per visitor and confirm the final count after registrations close.
When should the wine delivery arrive before the fair?: Arrange delivery at least one working day before the fair whenever possible. This gives you time to check the wine stock, move bottles into refrigerators or coolers, and chill white wine and rosé properly.
How do I organise the tasting order at a wine fair?: Choose the order before printing the wine list and route signs. A practical sequence is lighter wines first, then fuller or sweeter wines, with water and spit buckets available throughout; allow roughly 10 to 15 minutes per stand for a relaxed visit.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.